Operations Administrator

Overview

Operations Administrator - Virtual Assistant (Remote)

Virtual Rockstar is hiring an Operations Administrator on behalf of a rapidly growing pediatric occupational therapy practice that serves children and families across multiple states. You will support the CEO, COO, CFO, and the executive team with exceptional organizational skills, attention to detail, and the ability to manage multiple projects and deadlines. The ideal candidate is proactive, resourceful, and takes ownership of complex projects with minimal oversight.

This practice specializes in nature-based pediatric occupational therapy, blending clinical excellence with outdoor play and family-centered care. Their culture emphasizes collaborative teamwork, accountability, excellence in service, and the power of nature and relationships to support children’s lifelong health and well-being.

With rapid growth and multi-state expansion underway, the executive team seeks a highly capable assistant to provide direct support and ensure smooth operations across all levels of the organization.

• Executive & Administrative Support: Serve as a key liaison between leadership, staff, students, volunteers, and external contacts; coordinate across departments to ensure smooth execution of executive initiatives; support the COO and CFO with ad hoc tasks, strategic follow-ups, and priority management.

• Operations & Compliance: Manage park permitting processes across multiple service locations, oversee contracts with universities for occupational therapy student placements (documentation, scheduling, onboarding), coordinate internship and volunteer programs (40+ volunteers annually), and assist with Group Assistant hiring (post openings, screen candidates, schedule interviews, onboarding).

• Project & Data Management: Input and maintain program data in the EMR system (Therabyte) for accurate billing and service delivery; process and distribute superbills; monitor project deadlines via ClickUp and Google Workspace.

• Technology & Communications: Update the company website with staff changes and program updates; support operational and marketing tasks (SEO updates, social media content, online platform management); record and document processes via Loom for training and onboarding.

• Proven experience as an Executive Assistant, Chief of Staff, or senior administrative support role.

• Exceptional organizational and time-management skills with the ability to juggle multiple priorities.

• Strong written and verbal communication; professional and clear communicator.

• Ability to work independently, take ownership of tasks, and proactively problem-solve.

• Comfortable using and managing multiple platforms, including: ClickUp, Trello, Google Workspace (Docs, Sheets, Drive, Forms), EMR systems (Therabyte), Acuity Scheduling, Zoom, Google Meet, LastPass, Loom, Squarespace.

• High level of accuracy and attention to detail, especially in compliance-related and data-entry tasks.

• Experience with multi-state practices or organizations experiencing rapid growth is a plus.

• Competitive salary commensurate with experience.

• Opportunities for professional development and growth.

• Work in a dynamic and supportive team environment.

• Make a meaningful impact by helping to build and strengthen families.